view of Meadows Course by Ray Cook

Minutes for
Wildflower II
Board of Directors Meeting
April 11, 2001

Board in Attendance: Rod Englert, Ed Vignoul, Ruth Jenkins, and Ron Wise.
Management in Attendance Deanna Knox
Owners in Attendance Wayne Kreger representing unit 58
Special Guests: Jeff Stringham of McMurray and Son’s Roofing
Call to Order: Rod Englert called the meeting to order at 12:40 p.m.
Agenda Approval: The Board reviewed the agenda presented by Elite Management Services and a motion was made by Ruth Jenkins to move item 5 (Special Guest - Jeff Stringham, Roof Bid) to item 3 (Review and approval of the December 27, 2000 meeting) in order for Jeff to keep on schedule.  Upon those changes she moved to accept the Agenda.  Ed Vignoul seconded.  Motion carried.
Roof Bid Jeff Stringham attended this Board meeting for the purpose of answering questions regarding replacement of the roofs and the steps that will be taken to insure that the roofs will be replaced according to the written specifications given by the Roof Committee.  The Board feels that the Surewell product is the most effective product even though the up-front cost is higher, the replacement cost is lower because of the 15 year warranty on the product.  After much discussion regarding the specifications, Jeff will prepare a roof inspection report, find the need for rigid insulation for each building and each deck, prepare fascia board replacement options on the sloped roof areas, the use of ½" CDX and how it will be attached and prepare pricing changes after his inspection.  Jeff stated that he could have all information completed by April 20th.  Jeff will need from us, at the same time, how many buildings will be completed this summer to order materials and keep his crew on schedule.  Jeff will write up a contract with an attached scope of work to be signed by an association representative before work begins.  Shop drawings will be delivered to Deanna for Board review by April 20th.
Approval of Minutes: The board reviewed the minutes of the December 27, 2000 board meeting. Ruth made a motion to approve he December 2000 minutes. Ed Vignoul seconded.  Motion carried.
Financial Report: Deanna Knox gave the financial status of the association as of March 31, 2001.  Operational cash available is $6,173.82.  Funds were moved from operational cash to roof replacement reserves in the amount of $10,000.00. Reserve funds in the amount of $8,475.84 for 2nd quarter were moved from operational cash to AG Edwards.   Administrative expenses are $565 under budget, common area expenses (grounds) are $1400 over budget due to irrigation repairs and residual irrigation bills from the year 2000.  Common area maintenance are $5200 over budget caused by deck repairs, fence repairs, roof repairs and chimney cleans during 1st and 2nd quarter.  There is an accumulation of $5000 in the contingency fund.
Committee Reports:
    Roof Committee
Rod is working with McMurray and Son’s to finalize the contract.   This board meeting answered many questions that the board had and owners were invited to attend this meeting to satisfy any questions that they may have had.  Rod will work with Deanna and Ed to stay on top of inspections and will be responsible for the board and membership and to act as a go between.
    Hot Tub Committee:
 Ed Vignoul will be working with his committee and will bring a report back to the board at the next scheduled board meeting.  Deanna discussed with the board a concern regarding the hot tub located on #36 deck*.  The hot tub is leaking and has caused damage to the underneath deck.The tub is very noisy and complaints have been given to management and the Resort.  Ed Vignoul and Deanna will work together to prepare a letter to the owners of #36 to rectify this situation
    Landscape Committee:
 Diana Cutler and Penny Englert presented a comprehensive study as well as pictures showing how shrubbery and plant use around entry and back deck areas could enhance the beauty of the WFII units.  The use of low maintenance shrubs and trees require little water and is indigenous to Central Oregon and other high desert, dry climates.  Ruth will be placing the pictures on the website for the review of the owners.  Because we are not budgeted for this type of landscape improvement, the board has agreed to allow Diana Cutler to purchase and set in place the shrubs and trees using the parameters represented by the Landscape Committee.  The board will reimburse her for the purchase but the labor will provided by Diana. Also, Ed Vignoul will be doing the same to his unit and will work with Diana so that each owner will be able to get a visual example for each phase.
    Capital Reserve Committee:
Ruth Jenkins presented to the board a draft of a 4 page reserve study that covers all common elements that have a life expectancy of more that 3 years and less or equal to 30 years.  She estimated the life expectancy of each element and determined the replacement cost in today’s dollar.  Some items were based on real dollar figures for replacement and others are a guess for replacement cost.  She included with her study an inflation factor.  The Board thanked Ruth for working so diligently and presenting them with a very comprehensive and thorough spreadsheet study.  Ruth will be sharing her study with the full membership upon completion.
    Call Committee:
 Ron Wise did a great job during the quest to get back ballots for the roof material.  We received back approximately 10% more ballots by having this Call Committee in place. To help defray long distance cost to him personally, the Board purchased a 240 minute calling card.
Manager’s Report Deanna presented a written activities report for the 2nd Quarter of 2000/2001.  A copy of the report is attached to these minutes.  The Board directed Deanna to have the pine needles removed from the roofs of the buildings and also as part of spring clean up, find a needle bale to remove the needles from the turf or lawn area.  Also, Deanna is directed to speak with Jeff Stringham when he is on property and get his opinion on the life expectancy of the shake siding.  The next board meeting will be held in Eugene, Oregon at Ed Vignoul’s residence, 2940 Summit Terrace Drive.  The date was set for July 12th at 12:00 noon.  All owners are welcome. 
* Secretary's note: At the present time Hot Tubs are not allowed in Wildflower II. However the existing hot tub in Unit #36 pre-dated this ruling and was "grandfathered" when the ruling was made.